Cutover: How we'll transition to Workday
What is Cutover?
Cutover represents the critical transition phase from our current systems to the integrated Workday HCM & Financials environment. This transition includes establishing essential deadlines and freeze dates for data in existing systems and systematically moving to Workday.
Cutover Date Types
- Operational Ramp Down: This date signifies the beginning of a reduced pace in transactional activities in our legacy systems. The aim is to minimize new data input, easing the transition to Workday. These are departmental guidelines to complete transactions in the legacy system to avoid having to enter data twice. Entering data twice means once in legacy, and again in Workday. We want to avoid this for all non-critical transactions.
- Legacy Data Snapshot(s): On these dates we will take a copy of the legacy enviornment. These copies (HR & Finance x 5) will be used to build the new Workday environment. Please note, given that a data copy is at a single-point-in-time, the dual maintenance period is related and important.
- Dual Maintenance Period: This period occurs immediately after the legacy data snapshots for HR & Finance. During this time all critical transactions entered into our legacy systems after this date will need to be tracked and captured, and then loaded, or enter manually, a part of the early access period for catch-up transactions. (See catch-up transaction approach per university below)
- Early Access Period for Catch Up Transaction – During this time central users will be granted access to perform smoke testing and catch-up transaction activities to get the new Workday system in sync with the legacy systemsprior to Go-Live.
- Workday Go-Live: This marks the full operational shift to Workday, as it becomes our primary system for HR & Financials.
Workday Cutover Plan-on-a-Page (POAP)
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Payroll Dates
Payroll Dates
| Population | Last Legacy Pay Period | 1st Workday Pay Period | 1st Workday Pay Date |
|---|---|---|---|
| Regular Employees | June 12th - June 25th | June 26th - July 9th | July 17th |
| Contractual Employees | June 19th - July 2nd | July 3rd - July 16th | July 24th |
Data Conversion Dates
Data Conversion Dates
| Legacy Systems | Legacy Data Snapshot | Dual Maintenance Period | Early Access / Catch-Up Transactions | Workday Go-Live | Notes |
|---|---|---|---|---|---|
| Human Resources | May 2nd | May 3rd - June 25th | June 10th - June 25th | June 26th | All catch-up transactions will be manual (Exception: Student summer contracts, Faculty C1 contracts, COLA, Merit, Time and Leave entry) |
| Finance | June 7th | June 8th - June 30th | June 17th - June 30th | July 1st | All catch-up transactions to be manual (Assets, Customers, Grants, ISPs, Projects, Suppliers) |
Human Resources - Dual System Maintenance Dates
Human Resources - Dual System Maintenance Dates
| HR Area | Transaction | Effective Dates | Enter In Legacy? | Changes to existing process? | Enter in Workday? How? | Notes |
|---|---|---|---|---|---|---|
| Staffing | Student summer contracts | Starts and ends on or before 7/2 | Yes | No | Not required in Workday | Not paid in Workday |
| Staffing | Student summer contracts | Starts on or before 5/2 (ends 7/3 or later) | Yes | No | Conversion Load | |
| Staffing | Student summer contracts | Starts between 5/3 - 7/2 (ends 7/3 or later) | Yes | Yes | EIB Catch Up* | High Volume |
| Staffing | Student summer contracts | Starts and ends 7/3 or later | No | Yes | Business-as-usual in Workday | |
| Staffing | Faculty C1 summer contracts | Starts and ends on or before 7/2 | Yes | No | Not required in Workday | Not paid in Workday |
| Staffing | Faculty C1 summer contracts | Starts on or before 5/2 (ends 7/3 or later) | Yes | No | Conversion Load | |
| Staffing | Faculty C1 summer contracts | Starts between 5/3 - 7/2 (ends 7/3 or later) | Yes | Yes | EIB Catch Up* | High Volume |
| Staffing | Faculty C1 summer contracts | Starts and ends 7/3 or later | No | Yes | Business-as-usual in Workday | |
| Staffing | New hires - regular | Starts on or before 5/2 | Yes | No | Conversion Load | |
| Staffing | New hires - regular | Starts between 5/3 - 6/25 | Yes | No | Manual catch up | |
| Staffing | New hires - regular | Starts 6/26 or later | No | Yes | Business-as-usual in Workday | |
| Staffing | Contract renewal | Starts and ends on or before 7/2 | Yes | No | Not required in Workday | Not paid in Workday (Finance Accrual journal entries needed for 7/1 and 7/2 if applicable because it crosses over with FY25 for Workday) |
| Staffing | Contract renewal | Starts on or before 5/2 (ends 7/3 or later) | Yes | No | Conversion load | |
| Staffing | Contract renewal | Starts between 5/3 - 7/2 (ends 7/3 or later) | Yes | Yes | Manual catch up | Yes - Paid in Workday (See Finance Accrual journal entries needed for crossover pay period for 7/1 and 7/2 |
| Staffing | Contract renewal | Starts and ends 7/3 or later | No | Yes | Business-as-usual in Workday | |
| Staffing | Terminations | On or before 5/2 | Yes | No | Conversion load | |
| Staffing | Terminations | 5/3 - 6/25 | Yes | No | Manual catch up | |
| Staffing | Terminations | 6/26 or later | Yes | Yes | Business-as-usual in Workday | |
| Staffing | Summer adjunct | Starts and ends before 7/2 | Yes | No | Not required in Workday | Will not be paid in Workday |
| Staffing | Summer adjunct | Starts on or before 5/2 (ends 7/3 or later) | Yes | No | Conversion load | |
| Staffing | Summer adjunct | Starts between 5/3 - 7/2 (ends 7/3 or later) | Yes | Yes | EIB Catch Up* | High Volume |
| Staffing | Summer adjunct | Starts and ends 7/3 or later | No | Yes | Business-as-usual Workday | |
| Compensation | Compensation changes | Changes on or before 5/2 | Yes | Yes | Conversion load | |
| Compensation | Compensation changes | Changes 5/3 - 6/25 | Yes | Yes | Manual catch up | |
| Compensation | Compensation changes | Changes 6/26 or later | No | Yes | Business-as-usual in Workday | |
| Compensation | Cost of living adjustments (COLA) | 7/1 | Yes | Yes | EIB Catch Up* | High Volume |
| Compensation | Merit | On or before 5/2 | Yes | Yes | Conversion load | |
| Compensation | Merit | 5/3 - 7/1 | Yes | Yes | EIB Catch Up* | High Volume |
| Compensation | Merit | 7/2 or later | No | Yes | Business-as-usual in Workday | |
| Time / Absence | time and leave entry | Taken on or before 5/2 | Yes | Yes | Conversion load | |
| Time / Absence | time and leave entry | Taken 5/3 - 6/25 | Yes | Yes | Conversion load | Converting 6/26 |
| Time / Absence | time and leave entry | Taken 6/26 or later | Yes | Yes | Business-as-usual in Workday |
Finance - Dual System Maintenance Dates
Finance - Dual System Maintenance Dates
| Department | Transaction | Effective Dates | Enter In Legacy? | Changes to existing process? | Enter in Workday? How? | Notes |
|---|---|---|---|---|---|---|
| Finance | Payroll Costing Allocation Changes | Before 5/1 | Yes | No | Conversion load | |
| Finance | Payroll Costing Allocation Changes | 5/2 - 7/2 | Yes | Yes | Manual catch up | *Journal Entry Accruals required for 6/26 - 7/2 period because of Payroll Crossover (Regular + Contractual ) with FY24 / FY25 - See Payroll dates above |
| Finance | Payroll Costing Allocation Changes | 7/3 or later | No | Yes | Business-as-usual in Workday | * Payroll costing each pay has to be completed before Monday the next week after time sheets are submitted. Final Approver Central Budget Office vs. Controller's Office (If Grants) |
| Finance | Grants | Entered on or before 6/7 | Yes | No | Functional load | |
| Finance | Grants | Entered 6/8 - 7/2 | Yes | Yes | Manual catch up | * Need to ensure FY24 and FY25 grants are in appropriate systems for payroll cross over. |
| Finance | Grants | Entered 7/3 or later | No | Yes | Business-as-usual in Workday | * U. Balt uses an integration Kuali (for Awards) |
| Finance | Customers | Entered on or before 6/14 | Yes | No | Conversion load | |
| Finance | Customers | 6/15 - 6/30 | Yes | Yes | Manual catch up | |
| Finance | Customers | 7/1 or later | No | Yes | Business-as-usual in Workday | |
| Finance | Customer Payments & Invoice Adjustments | Entered on or before 6/15 | Yes | Yes | Functional load | |
| Finance | Customer Payments & Invoice Adjustments | 6/15- 6/30 | Yes | No | Functional load | |
| Finance | Customer Payments & Invoice Adjustments | 7/1 or later | No | Yes | Business-as-usual in Workday | |
| Finance | Customer Payments Applied | Enter on of before 6/16 | Yes | Yes | Functional load | |
| Finance | Customer Payments Applied | 6/17- 6/30 | Yes | No | Functional load | |
| Finance | Customer Payments Applied | 7/1 or later | No | Yes | Business-as-usual in Workday | |
| Finance | Expenses | Entered on or before 6/7 | Yes | TBD | TBD | GL Conversion - TBD |
| Finance | Expenses | Entered 6/8 - 6/30 | Yes | TBD | TBD | GL Conversion - TBD |
| Finance | Expenses | Entered 7/1 or later | No | Yes | Business-as-usual in Workday | |
| Finance | Projects | Entered on or before 6/7 | Yes | No | Functional load | |
| Finance | Projects | Entered 6/8 - 6/30 | Yes | Yes | Manual catch up | |
| Finance | Projects | Entered 7/1 or later | No | Yes | Business-as-usual in Workday | |
| Finance | Capital Project Budgets | TBD | TBD | TBD | TBD | Budgets - TBD |
| Finance | Assets | Entered on or before 6/7 | Yes | No | Conversion load | |
| Finance | Assets | Entered 6/8 - 6/30 | Yes | Yes | Manual catch up | |
| Finance | Assets | Entered 7/1 or later | No | Yes | Business-as-usual in Workday | |
| Finance | Asset Additional Data | On or before 6/30 | Yes | No | Functional load | |
| Finance | Asset Additional Data | 7/1 or later | No | Yes | Business-as-usual in Workday | |
| Finance | Suppliers | Entered on or before 6/7 | Yes | No | Conversion load | |
| Finance | Suppliers | Entered 6/8 - 6/30 | Yes | Yes | Manual catch up | |
| Finance | Suppliers | Entered 7/1 or later | No | Yes | Business-as-usual in Workday | |
| Finance | Remit to Supplier | Entered on or before 6/7 | Yes | No | Conversion load | |
| Finance | Remit to Supplier | Entered 6/8 - 6/30 | Yes | Yes | Manual catch up | |
| Finance | Remit to Supplier | Entered 7/1 or later | No | Yes | Business-as-usual in Workday | |
| Finance | R STARS Payment Handling Codes | Entered on or before 6/7 | Yes | No | Conversion load | |
| Finance | R STARS Payment Handling Codes | Entered 6/8 - 6/30 | Yes | Yes | Manual catch up | |
| Finance | R STARS Payment Handling Codes | Entered 7/1 or later | No | Yes | Business-as-usual in Workday | |
| Finance | Budgets | TBD | TBD | TBD | Functional load | |
| Finance | Banking: Begining Balances, Deposits, Outstanding Checks | 7/1 | No | Yes | Functional load |
Cutover Communication Approach & Dates
Cutover Communication Approach & Dates
| # | Department | Sender | Audience | Cutover Timing | Topic | Send Date | Reminder | Draft | Status |
|---|---|---|---|---|---|---|---|---|---|
| GCC-2 | Grants & Awards | Grants Cutover Leads | Grants Team | Post-Snapshot | Payroll Crossover: FY24 / FY25 Grants: What it means for Grants : Double Data Entry | 4/15/2024 | 05/27/2024 | View here | FIN Review |
| IT-01 | Information Technology | Developers (Lead by IT Cutover Leads) | Vendors | Pre-Snapshot | IT Integration Vendor Communication Step #1: Initial Deployment | 4/15/2024 | View here | IT Review | |
| FIN-01 | Finance & Administation | FIN Cutover Leads | FIN Central | Pre-Snapshot | Last Day To Complete All Non-GL Impacting Transactions in Legacy (Data) | 5/1/2024 | 6/1/2024 | View here | FIN Review |
| IT-06 | Information Technology | IT Cutover Leads | Web Team | Post-Snapshot | Reminder: Check HR website and content links to change to new Workday Career Sites | 5/03/2024 | View here | IT Review | |
| FIN-02 | Finance & Administation | FIN Cutover Leads | FIN Central | Post-Snapshot | FIN Dual Maintenance: in Effect 6/8 (Suppliers) | 5/8/2024 | 6/8/2024 | View here | FIN Review |
| FIN-03 | Finance & Administation | FIN Cutover Leads | FIN Central | Post-Snapshot | Cross Over: FY24 / FY25 Payroll - Regular + Contractual: What it means for FIN 6/26-7/2 (Journal Entries) | 5/13/2024 | 6/13/2024 | View here | FIN Review |
| IT-02 | Information Technology | IT Cutover Leads | Developers | Post-Snapshot | All Conversion Files Due May 24th | 5/13/2024 | View here | IT Review | |
| FIN-04 | Finance & Administation | FIN Cutover Leads | FIN Central | Go-Live | Reminder: Effective Dates FY25 in Workday / FY24 in Legacy (Year End) | 5/20/2024 | 6/28/2024 | View here | FIN Review |
| IT-03 | Information Technology | Developers (Lead by IT Cutover Leads) | Vendors | Post-Snapshot | IT Integration Vendor Communication Step #2: Technical Credentials | 6/06/2024 | View here | IT Review | |
| GCC-01 | Grants & Awards | Grants Cutover Leads | Grants Team | Post-Snapshot | Dual Maintenace Now in Effect 6/8: What it means for Grant Costing | 6/08/2024 | View here | FIN Review | |
| IT-04 | Information Technology | Developers (Lead by IT Cutover Leads) | Vendors | Post-Snapshot | IT Integration Vendor Communication Step #3: Production Connectivity | 6/13/2024 | View here | IT Review | |
| IT-05 | Information Technology | Developers (Lead by IT Cutover Leads) | Vendors | Post-Snapshot | IT Integration Vendor Communication Step #4:Cutover Files Communication | 6/20/2024 | View here | IT Review |
Frequently Asked Questions
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